Site notes

What notes are

Every agency keeps remarks about a site somewhere — a Notion page, a spreadsheet, someone’s memory: “ask Priya before updating WooCommerce”, “the host kills cron at 2 a.m.”, “invoices go to accounts@, not to the marketing lead”. Site notes keep them on the site itself, where the person about to work on it will see them. Every plan, Free included.

• Plain text, up to 5,000 characters, line breaks kept. Web addresses (https://… or www.…) become links; nothing else is formatted — no HTML, no Markdown.
• Each note shows who wrote it and when (hover the time for the exact date), and an edited marker once its text has been changed.
• Internal only. Notes are for your team. A client never sees them — see below.

Adding and editing a note

1. Open the site. The Notes card on the Overview tab has an Add a note… box; the Notes tab (after Activity) has the same box above the full list.
2. Type the note. ⌘ Enter (Mac) or Ctrl Enter saves it, as does Add note. Switch on Pin first to pin it straight away.
3. To change a note, open its ⋮ menu: Edit (in place; Escape cancels), Pin to the top / Unpin, or Delete…. Deleting asks first and can’t be undone.

The Notes tab lists every note — pinned first, then newest — with a search box that matches the text of the notes on that site. The tab’s label shows the count (“Notes 4”), and ?tab=notes on a site’s address opens it directly.

Pinning

Pin the notes nobody should miss. A site can have up to 5 pinned notes; to pin a sixth, unpin one first. Pinned notes appear:

• Under the site’s header, above every tab — two lines each with more to read the rest. Hide folds the strip to one line; your browser remembers that per site.
• Before updates run. On the site’s Updates tab they sit above the update buttons. On the Updates page, the approval queue says how many sites in it have pinned notes and lists them; each batch row shows a pin count, and Details shows that site’s pinned notes next to Approve batch. The update-policy editor for a site shows them too.
• On the Sites list, as the note icon’s preview (below).

They inform; they don’t block. Nothing stops an update because a note is pinned — it puts “don’t update WooCommerce without asking Priya” in front of whoever is about to press the button.

On the Sites list

• A site with notes gets a small note icon with the count next to its name (a pin icon when one of them is pinned). Hover or focus it to read the newest pinned note — or the newest note when none is pinned — shortened; click it to open the site’s Notes tab.
• The Sites search also matches note text: searching “priya” finds the site whose note mentions Priya.
• Export CSV on the Sites list adds a Notes column with the number of notes per site — never their text.

Who can add and edit

Someone who wrote notes as a Tech and is later made a Viewer can still read them, but no longer change them. When a person’s account is deleted, their notes stay and show as written by a former team member.

Internal only — never client-facing

Notes never leave your team:

• not in client reports or their PDFs;
• not in the client portal, help desk replies or request emails;
• not in the evidence an AI diagnosis of a client’s request is built from;
• not in the public API, webhooks or Zapier.

The Activity Log records each change — “Priya Nair pinned a note: ‘Don’t update WooCommerce without asking Priya first — the checkout…’” — with the person who did it and an excerpt of at most 80 characters, never the whole note. These entries are internal too: client reports leave them out, and so does the API’s activity feed. They appear in your own Activity Log and its exports.

Not a password vault

Every member of your team can read every note on a site — Viewers included — and a short excerpt of each change goes into the Activity Log. Notes are stored like the rest of your account data, not encrypted separately. So don’t keep passwords, API keys or private keys in them; keep them in a password manager and note where they are (“wp-admin login is in the agency 1Password vault”).

When a note you are typing looks like it contains a password or a key — “password:”, “pwd”, “api key”, a -----BEGIN line, or a long random-looking string — WPClientHub shows a hint under the box: Looks like a password or key — notes aren’t a vault; a password manager is safer. It is only a hint, in your browser; saving is never blocked.

Limits & defaults

Troubleshooting